Administrative Associate III

Agupdate; Lewistown (MT); On-site; USD 42,000 - 64,000; Full time

Job summary

Montana State University’s Central Agricultural Research Center (CARC) seeks an Administrative Associate III to support front office operations and financial processing. You will interact with faculty, staff, and external partners to maintain smooth administrative workflows.

The role emphasizes accounting, budgeting, payroll, and procurement duties within a dynamic research environment, requiring strong communication and organizational skills.

Qualifications

• Two years of post-secondary education plus three years of full-time (or part-time equivalent) of progressively responsible administrative support experience.
• Demonstrated working knowledge of accounting and budgeting principles in managing, monitoring, and reconciling financial records.
• Demonstrated competence in organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude.
• Demonstrated experience in word processing, spreadsheets, database, email, and internet programs.
• Demonstrated excellent verbal and written communication skills.

Responsibilities

• Manage the day-to-day operations of the front office of CARC and act as principal phone and personal contact for CARC.
• Provide administrative assistance to Superintendent and direct support to faculty and staff, and maintain good working relations with other research centers, Extension Service offices, the Department of Research Centers, and College of Agriculture.
• Prepare invoices, payment authorizations, deposits, travel expense vouchers, and other University financial forms.
• Monitor University purchasing card transitions, reconcile and monitor the balance of various University and grant funds.
• Prepare personnel forms, including recruitment authorizations, hiring paperwork, timesheets, and monitor monthly payroll process; reconcile timecards and payroll.
• Assist the Superintendent in scheduling and coordinating meetings, such as annual field days and advisory board meetings, arranging refreshments, meal and equipment needs.

Skills

Accounting & budgeting principles

Organizing & prioritizing

Word processing & spreadsheets

Database, email & internet

Verbal & written communication

Education

Post-secondary education

Tools

Chrome River

SmartBuyMSU

Job description

Administrative Associate III Department of Research Centers MSU College of Agriculture The Central Agricultural Research Center (CARC) is located at Moccasin, MT, an integral part of Montana State University.

CARC is one of the seven Research Centers comprising the Department of Research Centers. Scientists at CARC conduct agricultural and microbiological field, greenhouse, and laboratory research while interacting with farmers, ranchers, agribusinesses, natural resource managers, other state and federal government personnel, and MSU Cooperative Extension Service.

Duties and Responsibilities

• Under the supervision of CARC Superintendent, the Administrative Ill will perform a variety of administrative support, customer service, and fiscal management: Manage the day-to-day operations of the front office of CARC and act as principal phone and personal contact for CARC.
• Provide administrative assistance to Superintendent and direct support to faculty and staff, and maintain good working relations with other research centers, Extension Service offices, the Department of Research Centers, and College of Agriculture;
• Prepare invoices, payment authorizations, deposits, travel expense vouchers, and other University financial forms;
• Monitor University purchasing card transitions, reconcile and monitor the balance of various University and grant funds;
• Prepare personnel forms, including recruitment authorizations, hiring paperwork, timesheets, and monitor monthly payroll process; reconcile timecards and payroll.
• Assist the Superintendent in scheduling and coordinating meetings, such as annual field days and advisory board meetings, arranging refreshments, meal and equipment needs;
• Assists in preparing and maintain appropriate office manuals, handouts, promotional materials, and other documents;
• Order and stock office and janitorial supplies, and other related duties as assigned;
• Track capital & non-capital equipment inventory

Required Qualifications – Experience, Education, Knowledge & Skills

• Two years of post-secondary education plus three years of full-time (or part-time equivalent) of progressively responsible administrative support experience;
• Demonstrated working knowledge of accounting and budgeting principles in managing, monitoring, and reconciling financial records;
• Demonstrated competence in organizing and prioritizing multiple work assignments, meeting deadlines, and exercising adaptability to changing priorities while maintaining a positive, effective, and professional attitude;
• Demonstrated experience in word processing, spreadsheets, database, email, and internet programs;
• Demonstrated excellent verbal and written communication skills.

Preferred Qualifications – Experience, Education, Knowledge & Skills

• Have experience and proficiency with handling financial databases and familiarity with using Chrome River for expense management.
• Have experience following the state or higher education setting purchases, procedures, and policies, including familiarity with SmartBuyMSU.

The Successful Candidate Will

• Maintain the confidentiality of records and information;
• Communicate effectively with employees, students, and the public, both in-person and over the phone;
• Establish and maintain effective working relations with co-workers and the public;
• Be able to work independently with minimal supervision and as part of a team;
• Represent Central Ag Research Center, the Department, and MSU professionally and courteously.

Position Special Requirements/Additional Information

This job description should not be construed as an exhaustive statement of duties, responsibilities or requirements, but is a general description of the job. Nothing contained herein restricts Montana State University’s rights to assign or reassign duties and responsibilities to this job at any time.

Physical Demands

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill) and/or ability required.

Applications will be:

Screening of applications will begin on September 7, 2026; however, applications will continue to be accepted until an adequate applicant pool has been established.

Special Instructions

This position is not eligible for new sponsorship.

EEO Statement

Montana State University is an equal opportunity employer. MSU does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law. In compliance with the Montana Veteran’s Employment Preference Act, MSU provides preference in employment to veterans, disabled veterans, and certain eligible relatives of veterans. To claim veteran’s preference, please complete the veteran’s preference information located in the Demographics section of your profile.